Posted by: episystechpubs | January 12, 2017

Editor’s Corner: File Names and File Name Extensions

JHA folks, if you are including file names and file name extensions in your writing, please use these guidelines from the JHA Style Guide for Technical Communication and Training.

Guideline Example
When using a file name extension as a word, precede the extension with a period. Use an article as if the period is not pronounced. Use lowercase letters unless the file name extension appears in a heading.
  • Copy an .int file into the folder.
  • Open a .doc file.
  • Extract the .zip file.
Use .zip file only to refer to a specific file that has a .zip extension. If the file’s extension is unknown or unimportant, use compressed file or archive.

Do not use .ZIP file, ZIP file, Zip file, zip file, or zipped file.

Do not use zip or unzip as verbs. Use compress or extract instead.

  • You can download a compressed file from the JHA Downloads site.
  • Save the md5sums-1.2.zip file, and extract it from the same directory.
  • Windows® can compress multiple files into a single .zip file. To create .rar files or .7z files, use a file archiver.
Do not use the .pdf extension as a word. Always use PDF, the generic term for a .pdf file. Convert the document to a PDF before you send it to the customer.

Jackie Solano | Technical Editor | Symitar®

8985 Balboa Ave. | San Diego, CA 92123 | Ph. 619.542.6711 | Extension: 766711

Symitar Documentation Services

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